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Understanding Unlinked Recordings

Dotan Asselmann
Updated

Who is this for? Available to admins, site admins, and venue admins.

What Are Unlinked Recordings?

Unlinked recordings are video recordings captured by a Theator unit in the operating room that have not been automatically matched to a case in your EHR or schedule. You can find them by navigating to Cases > Unlinked (/cases/unlinked).

This page is available to admins, site admins, venue admins, and customer success users.

Why Do Unlinked Recordings Happen?

Recordings may become unlinked for several reasons:

  • Missing schedule data -- The case was not entered into the EHR schedule before the procedure began, so the system had no matching case to associate the recording with.
  • Recording outside scheduled times -- The procedure started earlier or later than scheduled, falling outside the expected time window for automatic matching.
  • EHR integration gaps -- Temporary connectivity issues between the hospital's EHR system and Theator can prevent schedule data from reaching the platform in time.
  • Room assignment changes -- The procedure was moved to a different operating room than originally scheduled.

Browsing Unlinked Recordings

  1. Navigate to Cases > Unlinked from the main navigation.
  2. Use the room filter to narrow down recordings by specific operating room.
  3. Use the date picker to select the date range you want to review.
  4. Each unlinked recording displays the room name, recording start time, and duration to help you identify the correct procedure.

Linking a Recording to an Existing Case

If you find an unlinked recording that belongs to an existing case in the system:

  1. Open the unlinked recording you want to link.
  2. Click the Link to Case option.
  3. Search for the target case by patient name, case ID, or procedure details.
  4. Select the correct case from the search results.
  5. Confirm the linkage. The recording will be attached to the selected case and removed from the unlinked list.

Creating a New Case from a Recording

If no matching case exists in the system:

  1. Open the unlinked recording.
  2. Click Create New Case.
  3. Fill in the required case details, including procedure type, surgeon, and date.
  4. Save the new case. The recording will be automatically attached.

Regularly reviewing unlinked recordings helps ensure that all surgical procedures are properly documented and available for review on the platform.

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